palm beach county department of community...
TRANSCRIPT
PALM BEACH COUNTY
DEPARTMENT OF COMMUNITY SERVICES
AGENDA
I. Welcome Channell Wilkins, Director, Dept. of Community Services
II. Overview of 2015 FAA RFP ProcessRFP Process and General information – Renee Constantino, Manager of Planning & Evaluation, Dept. of Community Services
Fiscal overview for RFP budgetsTaruna Malhotra, Director of Finance & Support ServicesThomas Eaton, Financial Analyst III
IV. Florida Funders Application Overview Renee Constantino
V. Questions & Answers
April 6: RFP advertised
April 7: RFP available for public
April 16: Mandatory Bidder’s Conference
May 9: RFPs due back to DCS for review and recommendations
May 9 –
BCC Mtg: Cone of Silence in effect for BCC and DCS staff; Renee Constantino will be staff contact for any questions.
July: BCC presentation of FY 2015 FAA recommendations
2015 Financially Assisted Agencies RFP Guidance – provided on County/FAA website
Florida Funders Application – online application process
Addendum for FAA Proposals –
FY 2015 Cover Sheet – downloadable form
Underserved Population(s)/Underserved Area(s) Served – definitions online.
Prior outcomes/data that demonstrate success of the services in this proposal.
Use of documented indicators that have current state or national data available is
highly recommended.
Use of volunteers in support of program and other agency activities.
Funding Leverage – do these funds directly correlate to leveraging other funding
Unit Cost of service (is this an industry standard and if so please state source).
This unit cost must be inclusive of administrative overhead/indirect costs.
Unit Cost service description (is this an industry standard and if so please state
source)
Evaluation Plan/Logic Model – downloadable form
Cover Page – included in the addendum on the FFA website/part of the full proposal
No hard copies need to be turned in
Funding Cycles – staggered years for RFPs
◦ 3 year contracts: Behavioral Health, Special Needs/Developmental Disabilities
◦ 2 year contracts: Economic Stability/Poverty, Seniors, Youth Violence
◦ 1 year contracts: Domestic Violence/Shelter, Homelessness
Behavioral Health
Special Needs/Developmental Disabilities
Cone Of SilenceThe Cone of Silence will apply from the date the RFP is due back to the department which is May 9, 2014 until the final FAA allocations are approved by the Board of County Commissioners which is anticipated to be in July.
Ethics CommissionIf anyone has a question regarding ethics they shouldnot be addressed to the department, but should beaddressed directly with the Ethics Commission.
County recognizes the certification process for nonprofit agencies through Nonprofits First.
Agencies are only required to be certified at the Sound Business Practices level.
Currently certified agencies will receive 3 additional points in proposal evaluation process.
All agencies contracting with the County will be required to maintain certification or be certified within 18 months of their initial contract date.
Application Guide
Start Application Process
To Your Account – Click on Bottom
Questions:
FAQs
Funding questions? – See the funder’s website
Technical questions? – On any FFA page, there is a “Need Support?” Link
Step 1 - Letter of Inquiry (LOI)
Step 2 – Full Proposal
Eligibility Quiz – for the FAA RFP you will answer yes to the question regarding a specific ITN.
Log-In
Welcome Screen
Start A New Application
If you have an proposal from last year the system will allow you to clone that proposal and use. You will have to modify it according to this year’s RFP requirements, which includes the items in the Addendum.
Four Components
‣ Contact information
‣ Organization information
‣ Financial information
‣ Request information
Welcome Page
‣ Check Status of All Applications (LOIs and Full Proposals), including FAA Full Proposal
‣ Check for a Deadline Date
‣ Check for any Comments Provided about your Application
‣ Familiarize yourself with the Full Proposal form (Preview)
Four Components
‣ Contact Information
‣ Organization Information
‣ Organization Financial Information
‣ Request Information
Request Information Section
‣ Basic Request Information – Pre-populated from the LOI
‣ Description Field‣ Expand on Information in the Summary
Response Field‣ Hyperlinks to Application Guide‣ Additional Request Section Fields‣ Budget‣ Evaluation Plan/Logic Model
Request Information Section –Additional Fields
‣ Project Innovation
‣ Anticipated Challenges
‣ Project Partners
‣ Organization and Partner Capacity
‣ Capacity of Key Staff
Budget
‣ Instructions
‣ Opening and Saving the Budget File
o Save zip file
o Open Excel file
• Enable macros for dynamic entry functionality
• Check security settings
o Automatic naming protocol
Complete the Project Details cover page
DO indicate location; DO NOT assign name
Budget
‣ 3 Sections
o Project Details Cover Page
o Project Revenues
o Project Expenses
‣ Easy to move between sections
‣ Various ways to view Project Expenses
‣ Printing
o Legal paper
o Recommend waiting until file is complete
Budget
‣ Entering Information
o Project Details Cover Page
o Project Revenues
Start with revenue sources
o Project Expenses
Required amount
FTE for personnel
Indirect expense rates vs. Admin %
‣ Easy to edit
Budget‣ Finalize Application
o Button on Project Details Cover Page
Saves and copies Budget Application file; creates Financial Reports file
o Upload Budget Application file into FFA
Must be in Excel format
Uploaded Financial Reports file will be used if project is funded
oTroubleshooting and Questions
Contact the FAA staff at the County; do not use FFA “need support” function
Letters of Funding Confirmation
Previous Funding History
Evaluation Plan/Logic Model
Tell your story, but be concise
At least three related Outcomes/
Indicators with projected # and % of
who will achieve each outcome
Can have multiple activities
Additional Information
Authorization
Addendum – different for each funder and has slight changes from last year
Review/Print
Save or Submit
E-mail Notification of Receipt by Palm Beach County, Department of Community Services
All questions must be emailed to:
◦ Renee Constantino at [email protected]
All questions and answers will be posted on the FAA website:◦ http://www.pbcgov.com/communityservices/programs/financiallyassisted/
All proposals must be submitted electronically to the Florida Funders Application no later than close of business day May 9, 2014